Expense Reimbursement Specialist

Work Where You Matter!
At St. Croix Hospice we guide patients and families through the end-of-life journey. Through compassionate care, we focus on our patient’s quality of life, empowering them to make the most of their time with dignity, comfort and respect. If you are ready to be part of an extraordinary team of caregivers, then come work where you matter.

Expense Reimbursement Specialist

Position Overview
The Expense Reimbursement Specialist reports to the Accounting Manager and is responsible for day-to-day oversight and administration of the company’s travel and expense reimbursement process while providing financial, administrative, and reporting services. This position serves as the primary subject matter expert for employee expense reimbursement and primarily entails managing the company credit card program, processing/monitoring employee expense reports and payments, communication with employees, and other financial related tasks. This is a hands-on, in-office role requiring experience managing expense reimbursement processes and the confidence to consistently enforce company policies across all levels of the organization.  The successful candidate will combine sound judgment, attention to detail, and a customer-service mindset with the ability to independently identify and resolve policy and reimbursement issues.

Essential Functions and Skills

Responsibilities 

• Own and oversee the Company's employee expense reimbursement process, including the review, approval, and administration of travel and expense submissions.
• Develop, maintain, and continuously improve Company travel and expense reimbursement policies, procedures, controls, and documentation.
• Promote consistent adherence to expense reimbursement policies throughout the organization.
• Process and audit expense reimbursement submissions and corporate credit card purchases for 400+ company cardholders, addressing policy exceptions, duplicates, non-reimbursable items, missing documentation, corrections, and recurring noncompliance.
• Administer corporate Credit Card and Department Card programs, including card issuance based on approved requests, limit changes, profile changes, closures, terminations, Merchant Category Code (MCC) controls, disputes, fraud, and lost or stolen cards.
• Serve as the primary Credit Card system administrator, new card configurations manage credit limits, approver workflows, and maintain system processes between Workday Expenses and NetSuite.
• Review expense reports for appropriate documentation, business purpose, approvals, policy compliance, and accurate general ledger coding.
• Identify questionable, incomplete, unsupported, or noncompliant expenses and work directly with employees and managers to resolve issues.
• Consistently enforce expense policies regardless of employee level, including confidently addressing exceptions and noncompliance involving managers and executive leadership.
• Serve as the Company's primary subject matter expert and employee resource regarding expense reimbursement policies, procedures, and systems.
• Review employee expense reports and supporting documentation and commentary for accuracy and completeness.  Ensure proper approvals have been secured.
• Educate and train employees and managers on expense reimbursement policies, documentation requirements, system usage, and proper expense coding.
• Monitor recurring policy violations and reimbursement issues, identify trends, and recommend corrective actions or policy improvements.
• Manage monthly reminders and follow-ups for report submission deadlines to ensure timely processing of accounting workflows and accruals.
• Assist with month-end accounting activities related to employee expenses, including identifying outstanding expense reports, reviewing expense coding, and supporting appropriate accruals or reconciliations.
• Maintain working knowledge of applicable IRS requirements related to employee business expense reimbursement, including accountable plan principles, business purpose documentation, substantiation requirements, mileage, meals, travel, and other common reimbursable business expenses.
• Support internal and external audits and provide requested expense documentation and reporting.
• Meet established reimbursement processing deadlines while maintaining a high level of accuracy and attention to detail.
• Ensure the confidentiality and security of all financial and employee information.
• Perform other duties as assigned.
   

Requirements/Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related business discipline.
• 2+ years of hands-on experience overseeing or administering a corporate expense reimbursement and/or travel and expense function.
• 1+ years of demonstrated experience developing, implementing, interpreting, and enforcing corporate expense reimbursement policies.
• Strong working knowledge of T&E expense management platform, such as Workday Expenses or Concur.
• Understanding of IRS regulations and documentation requirements applicable to employee business expense reimbursements.
• Proficient in Excel
• Ability to pass DHS background study

Preferred

• Strong attention to detail with a demonstrated commitment to accuracy and completeness.
• Ability to work independently, prioritize responsibilities, and consistently meet established deadlines.
• Strong written and verbal communication skills.
• Confidence and professionalism when working with employees at all levels of the organization, including senior management and executives.
• Ability to exercise sound judgment while maintaining appropriate confidentiality.
• Experience developing reporting or analytics related to expense trends, policy compliance, and reimbursement activity.
• Experience participating in accounting close processes, audits, or internal control reviews involving employee expenses.

Physical Requirements & Working Conditions
         The physical requirements described are representative of those that must be met to
          successfully perform the essential responsibilities of this position. Reasonable accommodation may be made.

• Prolonged periods sitting at a desk and working on a compute
• Pushing/Pulling and Lifting/carrying up to 10 pounds.

The salary range for this role is $75,000 - $95,000/annually.  An employee’s actual annual salary will be based on but not limited to: geographic location, relevant education, applicable certifications, depth of experience, and special skillsets. The total compensation package for this position may also include the opportunity to participate in employee benefits including our medical/dental/vision/pet insurance, disability and life insurance, paid time off, and 401(k) retirement plans, subject to applicable plan terms, and/or eligibility for other compensation.